Privacy Policy

Last updated: 24 October 2026

TalentsGrid ("TalentsGrid", "we", "us") provides an AI hiring copilot for recruiters and hiring teams at talentsgrid.com (the "Service"). This policy explains what personal data we handle, why, who we share it with, and the choices you have. By using the Service you agree to this policy.

TalentsGrid is operated by Truong Cong Dinh, an individual based in Ho Chi Minh City, Vietnam. Contact: support@talentsgrid.com.

1. Who is responsible for which data

• Account data (you, the user): we are the data controller.
• Candidate and hiring data that you upload or create (CVs, notes, interview feedback, job details): you and your company are the data controller and we act as your processor. You are responsible for having a lawful basis to process candidates' data and for informing candidates as required by the law that applies to you.

2. Data we collect

• Account and profile: name, email address, profile photo and sign-in identifiers from the provider you use (for example Google or email sign-in).
• Workspace data: company name, team members and roles, jobs, candidates, CV files and extracted text, notes, scores, pipeline stages, outreach messages and interview schedules.
• AI conversations: messages you send to the hiring assistant, the content it returns, and the actions you approve or reject.
• Billing: plan, invoices, and payment status. Card details are entered with our payment processor and are never stored on our servers.
• Usage and device data: IP address, browser type, pages and features used, AI credit usage, error logs and security logs.
• Support: messages you send to us and the information in them.

3. How we use data

• To provide, secure and maintain the Service, including authentication, storage, search, scoring and the AI features you ask for.
• To meter AI usage against your plan and to bill you.
• To send service emails such as invites, receipts and security notices, and outreach emails that you choose to send to candidates.
• To send you a few emails that help you get started with the product, such as a welcome email when you create your first workspace. Each has an unsubscribe link, and unsubscribing does not stop service emails.
• To detect abuse, debug problems and improve the Service.
• To comply with legal obligations and enforce our terms.

The AI assistant only recommends. It does not accept or reject candidates on its own, and changes it proposes wait for your approval. We do not sell personal data, and we do not use your candidate data to train our own models.

4. Service providers we share data with

We share data only with providers that help us run the Service, under contract and only as needed:

• Cloud and hosting: Cloudflare (hosting, delivery, file storage) and our server infrastructure.
• Authentication: Google Firebase Authentication.
• AI providers: DeepSeek and Google Gemini receive the text needed to answer your request, such as CV text, job details and your chat messages. To read a CV file into a profile, Gemini receives the whole file.
• Web search: Tavily receives web search queries for talent mapping and company research, built from the job (such as job title, skills, seniority and location). It receives no CV files and no candidate names or contact details.
• Payments: Stripe.
• Email delivery: Resend and Brevo.
• Messaging: the chat buttons on a candidate's profile open Zalo or WhatsApp on your device with the candidate's number, or copy the number for you to find them on LINE. TalentsGrid sends these services no data.
• Google Drive and Google Sheets: only if you connect your own account. We request Google's drive.file permission, which covers only the files the app creates there (such as CV files and the reporting spreadsheet), to store or export your data where you tell us to. You can disconnect at any time; disconnecting also revokes our Google access, unless another Drive or Sheets connection still uses the same Google grant.

We may also disclose data if required by law, to protect rights and safety, or in a merger or sale of the business, in which case this policy continues to apply to your data.

5. International transfers

Our providers operate in several countries, so your data may be processed outside the country where you live. Where required, we rely on contractual safeguards for such transfers.

6. Retention

We keep account and workspace data while your account is active. When you delete data or close your account, we delete it from our live database or anonymise it, except where we must keep it for legal, security, fraud-prevention or billing reasons. Database backups are kept for 14 days, so deleted data leaves the backups within 14 days. Entries in the AI activity log expire after 180 to 365 days, depending on the task, and are purged daily. Workspace owners and admins can also turn on "Delete candidates you did not hire" (off by default, checked once a day), which deletes candidates who were not hired once nothing about them has changed for 6, 12 or 24 months.

7. Your data is yours

You choose where files are stored: our storage (the default) or your own Google Drive. Workspace owners and admins can download all workspace data as one ZIP file with "Download all data" in Settings, including every CV file kept in our storage. Deleting a candidate also deletes their CV files in our storage; CV files kept in your own Google Drive stay in your Drive until you delete them there. Workspace owners can delete candidates, jobs, files and the whole workspace at any time.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict or object to our use of your personal data, to withdraw consent, to receive a copy of it, and to complain to your data protection authority. Email us to exercise these rights. If you are a candidate whose data is in a recruiter's workspace, please contact that recruiter or company first, since they control that data; we will help them respond.

9. Cookies and local storage

We use only what is needed to keep you signed in, remember preferences such as language and theme, and keep the Service secure. We do not use advertising cookies.

10. Security

We use encryption in transit, access controls, tenant separation between companies and audit logging of AI actions. Google connection tokens and AI provider keys are encrypted with AES-256 when stored. No system is perfectly secure, so please use a strong sign-in method and tell us at once if you suspect misuse of your account.

11. Children

The Service is for business use and is not directed to anyone under 16. We do not knowingly collect data from children.

12. Changes

We may update this policy. We will change the date above and, for material changes, notify you in the Service or by email.

13. Browser extension

The TalentsGrid browser extension (available on Pro plans and above) is optional. It works only when you click its toolbar button on a professional profile page that you are viewing. At that moment it reads, in your browser, the profile text already shown on that page (name, headline, job title, company, location and the page address) and shows it to you to review and edit. Nothing leaves your browser until you click Save.

When you save, those fields, plus any email, phone number or note you typed, are sent to your TalentsGrid workspace and become candidate data that you and your company control (section 1). The extension does not run in the background, does not read other pages, does not open or collect contact details, has no analytics or advertising, and does not send page content to anyone else. We do not store the page itself.

The extension keeps on your device an access token that can only check for duplicates and save candidates in one workspace (valid for up to 90 days) and, until you save, an unsent draft of the form. You can revoke the token at any time with Disconnect in the extension or in Settings in TalentsGrid. We record when a token is created, last used and revoked, and which candidates were saved from the extension, in your workspace's activity log. You are responsible for having a lawful basis to save a person's data and for following the terms of the website you save from. TalentsGrid is not affiliated with that website.

14. Contact

Questions or requests: support@talentsgrid.com.